lean meeting machine - workshop slides
DESCRIPTION
FAST Meetings Co. (www.fastmeetings.com.au) tips and techniques on running effective and productive meetings through our Lean Meeting MachineTRANSCRIPT
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
FAST Meetings Co.
Lean Meeting Machine
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
FFocus
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Why are you here?
Share with the person next to you
(2min)
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Meetings are at the intersection of…
Strategy (Process) Culture (People)Strategy (Process) Culture (People)
Actio
nAc
tion
MeetingsMeetings
Visi
onVi
sion
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
A Lean Meeting Machine
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
Too many meetingsDecision makers not attending
Unclear meeting typeUnclear purpose
Encouraging participation, engagementKeeping people on track
Managing dominant personalitiesGetting decisions made
Agreement and commitmentGetting clear outcomes and actions
Having measurable action itemsPeople accountable to follow through
Too many priorities to actionMeasuring meeting effectiveness
What’s not working?
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
Purpose
Individual:Learn the FAST framework to increase your effectiveness in meetings
Organisation:Recognise the business impact of your meetings culture
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
Outcomes
Individual:Apply 1-3 practical actions over the next 30 days
Organisation:Consider next steps to drive Productivity, Speed, Engagement & Innovation through your meetings culture
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
Process
Focus
Awareness
Solution
Traction
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About FAST Meetings Co.About FAST Meetings Co.est. 1997 est. 1997
Meetings Impact
1. Training 2. Coaching3. Online tools & resources4. Measurable ROI
Our ClientsOur Clients
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A Awareness
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Structure guides behaviour
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Structure guides behaviour
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Structure guides behaviour
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The FAST Framework
Focus
Awareness
Solution
Traction
Start
Finish
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The power of structure; ignored or used
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Worlds Best Agenda Template
• 5 min video
• Download
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FAST – Worlds Best Agenda Template
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Power of focus
"One of my mantras — focus and simplicity. Simple can be harder than complex: You have to work hard to get your thinking clean to make it simple. But it's worth it in the end because once you get there, you can move mountains.”
Steve Jobs, CEO of Apple Inc.
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Banish unfocussed meetings1. Distinguish the meeting type2. Define a precise purpose3. Right people for purpose
10%
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There are 4 types of meetings
Type
Decide: binding decisions made
Consult: ideas sought, shared
Inform: one way downloads
Relate: trust and knowing others
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Meeting type
Type Perception Reality Optimal Range
Decide 50% 30-50%
Consult 30% 40-50%
Inform 10% 0-5%
Relate 10% 10-15%
16%
53%
28%
3%
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1. Inform meetings should be banished
2. Endless Consult/ Collaborate meetings are slowing organisations down
3. Cancel Decide meetings if the right people are absent
Your reactions please!
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Focussed meeting invitations
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Email template for Unfocussed invitations
Dear First-name,
Thank you for your meeting invitation. I would like to help you get the outcomes you want.
So that I can be a valuable contributor at this meeting, can you please let me know why you are holding this meeting (Purpose), what you want to walk away with at the end of the meeting (Product) and how you want me to contribute (People).
Also, please let me know the 2 or 3 Questions at the heart of the discussion, so that I can come prepared.
I will await your reply before I do anything further with this.
Cheers
Your name
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Focussed meeting invitations
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Initiating focussed meetings
For a meeting you will attend soon;
a) Write the meeting name
b) Confirm the meeting type
c) Define a pin-point purpose if you
were initiating the invitation
(NOT generic statements)
a) Pose a central question for
participants to consider
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Framing – Focus a meeting as it starts
Context – the background surrounding the meeting/ topic
Purpose – Why - the primary intention for the meeting/ topic
Outcomes – What – the product to be achieved
People – Who - the people/ groups involved & their needs
Process – How - the approach & steps to be taken
Space – the room and set-up
Content – the question to kick off Awareness
Time – the amount available (for each step)
Risks - What not - pitfalls to avoid
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Facilitating Awareness
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FAST Framework
1. Ask powerful questions2. Enable participation3. Move from debate to dialogue
50%
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Power of Questions
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Define the central question
“If I had 1 hour to save the world, I would spend 55
minutes defining the problem and 5 minutes
solving it”
Einstein
“We spend a lot of time solving problems, and then find out we haven’t been clear on the central question we are trying to answer”
Senior Manager, Major Bank
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Enable Participation
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5 Participation Principles
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Levels of listening - Defend
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Levels of listening - Debate
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Levels of listening - Dialogue
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Engaging People
• Dominic the Dominator
• Kim the Quiet One
• Trevor that goes on Tangents
ValidateValidate
InviteInvite
ConfirmConfirm
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Switch to Solution
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Make decisions
1. Switch at 2/3 of time2. Solve at the right language
level3. Use a suitable decision
method
20%
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Switch to Solution (2/3 of time)
33 33
minmin
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Solve at the right language level
ConceptConcrete
Detail
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Solve at the right language level
ConceptConcrete
Detail
Eg.
Pilot stage complete
Pilot stage, 20 users tested,
evaluation results collated
Pilot stage, 20 users tested from 3
customer segments, evaluation metrics
including access, speed and price,
results shown with recommendations
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Decide using the right method
• How much time is
there to decide?
• What level of
commitment is
required?
Time availableTime available
Level of
com
mit
men
t Level of
com
mit
men
t
need
ed
need
ed
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• How much time is
there to decide?
• What level of
commitment is
required?
Time availableTime available
Level of
com
mit
ment
needed
Level of
com
mit
ment
needed
AutocraticAutocratic
ConsensusConsensus
Decide using the right method
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
• How much time is
there to decide?
• What level of
commitment is
required?
Time availableTime available
Level of
com
mit
ment
needed
Level of
com
mit
ment
needed
AutocraticAutocratic
ConsultativConsultativ
ee
ConsensusConsensus
CollaboratiCollaborati
veve
Decide using the right method
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“The tendency to move up to the right of graph has become endemic.
This is slowing organisations down as leaders abdicate their responsibility to make decisions.”
What are your comments to this..
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Deliver outcomes and actions
1. Be specific - What, Who, When
2. Send Solution, Traction ≤ 48 hrs
3. Uphold accountability ≤ ≥ mtgs
10%
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Be clear and specific
What Who WhenA A vague, broad concept of the action All End Sept
B A clear, specific statement of an action using concrete language so that it is ambiguous and easy to put into place
One person
Sep 30
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Meeting actions are like radioactive waste
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The half life of meeting minutes
Send Solution, Traction ≤ 48 hrs
Send Solution, Traction ≤ 48 hrs
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SSolution
& TTraction
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The 30/ 30 Challenge
• Reduce your meeting
time by 30 mins per day
for 30 days
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
FAST Framework
1. Be specific - What, Who, When
2. Send Solution, Traction ≤ 48 hrs
3. Uphold accountability ≤ ≥ mtgs
1. Switch at 2/3 of time2. Solve at the right language
level3. Use a suitable decision
method
1. Ask powerful questions2. Enable participation3. Move from debate to dialogue
1. Distinguish the meeting type2. Define a precise purpose3. Invite right people for purposeFocus
Awareness
Solution
Traction
10%
50%
20%
10%
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
Outcomes - Individual
1. What are the 1-3 ideas most
useful to you in increasing
your meeting effectiveness?
2. Will one of those ideas be the
30/30 challenge?
3. What will you do to apply
these ideas in practice for the
next 30 days?
Apply 1-3 practical actions over the next 30 days
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
Outcomes - Organisational
1. Lean Meeting Machine training
2. FAST Facilitator™ training
3. FAST Facilitation™
4. Free Webinar
Consider next steps to drive:•Productivity•Speed•Engagement & •Innovation through your meetings culture
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
Support
Obtain - In 24hrs
• Worlds Best Agenda Template
• FAST Facilitator Toolkit
• Feedback survey
• Resources via Web links
Review - In 15 days
• Traction review
Ask - Ongoingly
• www.fastmeetings.com.auwww.fastmeetings.com.au
• [email protected]@fastmeetings.com.au